KIWANIS INTERNATIONAL EXECUTIVE COMMITTEE CONFERENCE CALL - CHICAGO, ILLINOIS
J. William Kleindorfer International Secretary
EXHIBIT 115
REPORT OF BOARD COMMITTEE ON COMMUNICATIONS AND EDUCATION TO THE MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES
September 29·_ October 5, 1982 Date of Committee Meeting: October 1 & 3, 1982 Place of Committee Meeting: General Office
Present: Members - Raymond B. Allen, Arthur J. DeLorenzo, Noris A. Lusche Chainnan - Jean Ed. Friedrich
Staff - Nick Geannopulos, Scott Pemberton, Patrick Kane
1. Staff R~sponsibilities
The meeting opened with a description by staff members of the procedures followed by the editorial, advertising, and production sections of the
Communications Department in producing Kiwanis magazine, other publications, and collateral materials.
2. Budget
The Committee next reviewed the August statement of income and expenses and the proposed magazine and advertising budgets.for the 1982-83 year.
The August year-to-date statement shows an .exaggerated plus variance of more than $116,000 because all bills had not been received in time for
the Finance Department to properly record them. Despite this, the magazine anticipated ending the year with a plus variance in the neighborhood of
$50,000. Th~ reasons offered for the magazine's healthy financial state- ment are continued record-breaking advertising revenues and better-than- anticipated inc~me from subscriptions. Also contributing to the good
financial showing is the fact that expenses are running less than anticipated because of lower cost increase in paper and postage.
3. Future Editorial Content
The Committee reviewed future content that includes feature articles on how to·prevent heart attacks, energy management for small business, and -- a special President's Project feature -- assisting children and teen-agers with drug and alcohol problems. The selection of these and other articles reflects the magazine·, s continuing successful policy of combining general interest articles with important Kiwanis content
that will appeal to the organization's diverse membership. The Committee was pleased to learn that a special four-color feature tour of our beautiful new home in Indianapolis is planned for the January issue.
4. Advertising Prospects for 1982-83
Advertising sales continue to grow, posting another record-breaking year in revenues. Billings for the early issues of the 1982-83 year are running well and show promise of continuing the previous year's pace in spite of the l_oss of that department's· entire personnel. The staff reported that it is currently considering an 8 to 10 percent in-
crease in rates for the next year. The Committee agreed with the continuing policy of limiting advertising to no more than 35 percent of each issue, which
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appears to be the accepted ratio among the better association publications.
5. Selling Advertising to other Kiwanis Publications
The.Committee then considered the staff's proposal for opening up other publications to advertising as a means of increasing revenues for the organization. The Committ€e approved the continued sale of space in
the Youth Publications .that include Keynoter and Circle K Magazine plus the recent addition of advertislng in the Supplies Catalog. The Committee unanimously rejected the sale of advertising in the directory.
6. Readershi¥ Survey Conducted at Minneapolis Convention
A readership survey conducted at the Minneapolis Convention showed continued 'high readership of Club Clinic and Kiwanis in Action and an increased readership of Kiwanis Today and Letters. The survey indicated that even.among such a highly Kiwanis-oriented sample general interest content is considered an ove.rwhelming "plus" that ~nhances the value of the magazine.
7. Kiwanis Magazine's Worldwide Role
The Committee also considered the role of the magazine in today's
Kiwanis world. It concluded that because of the magazine's overwhelmingly large North American readership (about 95 percent) the magazine cannot truly serve the needs of the rest of the world at this time. However, the Committee suggested that the staff be alert to opportunities to publish brief, highly appropriate articles in other languages, but in a way that will not endanger the current high level of readership and··
prestige the publication now enjoys in North America.
In addition, the Committee reco_gnizes -the need for useful Kiwanis information to be communicated toc:·trhe Kiwanis· world of non-English
speaking nations. It thus suggested that the staff explore the feasibility of developing an "international newsletter" similar to the Bulletin for Kiwanis Officers. Editorial material would be supplied by the International Extension Department, using summaries of Kiwanis magazine and BKO stories as well as original material as deemed pertinent. This newsletter would be produced in-house at low cost and initially printed in three languages French, German, and Spanish.
8. The Bulletin for Kiwanis Officers
The Committee carefully studied the revised BKO and approved the new Kiplinger-style format and the addition of the President's message
in each issue. The Committee felt that the new format, featuring brief, to-the-point messages and timely reminders to club officers, offered suffic.ient flexibility for an even more effective publication.
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9. Report on Cornerstone and Dedication Ceremonies
The Cornerstone/Dedication -ceremony for the new World Headquarters building was carried out as scheduled, commencing at 10:30 A.M. Saturday October 2, 1982. The hour-long program was followed by tours of the building for an estimated 500 people.
Both electronic and print news media covered the event. President Roberts was interviewed by TV reporters and by the Indianapolis Star.
A photographic record of the day's activities will be prepared and
appropriate photographs distributed to press and district bulletins. The Kiwanis magazine will present the story in text and pictures in its
January 1983 issue. Color slides will be taken of the building's exterior and interior and made available as needed in slide/cassette form.
10. Transfer of the Connelly Medal Program to the Kiwanis International Foundation for Administrative Purposes
The Committee·considered the informal request of the Kiwanis International Foundation that all aspects of the administration of the Connelly Medal program be transferred to the Foundation from Kiwanis International. The prestige of the program has now been established and no longer requires direct Board action to ensure that prestige. The Foundation currently finances the program and Its president makes those Connelly Medal presenta- tions which have been selected for presentation at K.I. Conventions.
Recommendation #1:
The Committee recommends that all administration of the Robert P. Connelly Medal program be transferred from. Kiwanis International to the Kiwanis International Foundation effective January 1, 1983.
I move that recommendation 1 be aµopted.
(Adopted) Connelly Medal Nominations
The Committee considered two nominations for Robert P. Connelly Medals and approved the following:
--Robert Frost, 81, Eagleville, Tennessee, who rescued an infant trapped in a burning apartment in the same duplex in which Mr. Frost resided. Mr.
Frost was confined to a wheelchair when he made the rescue.
Recommendation #2:
The Committee recommends that a Connelly Medal be awarded to Robert Frost.
I move that recommendation 2 be approved.
(Adopted)
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11. Discussion of Public Relations Program for 1982-83
After considerable discussion, the Committee directed staff to prepare a complete public relations program for the organization. It will be con- sidered by the Board Committee on Communications and Education at the January 1983 Board meeting for subsequent presentation to the Board as a whole.
The Committee then reviewed and approved a proposal by Dr. Glenn Claybaugh, Chairman of the Kiwanis International Committee on Public Relations, that a public relations competition be set up among districts to encourage increased emphasis on public relations at the district and club level.
It would be called the Outstanding Performance Award with a winner and honorable mention districts to be acknowledged at the International Convention. Details of the program are to be developed and costs are expected to be minimal.
The Committee also considered a proposal that public relations guidelines be prepared to assist the Board in news media-contacts. Staff was directed
to prepare this material, outlining suggested answers to the most-asked questions.
12. The Leadership Education Program of Kiwanis
The Committee reviewed the leadership education program on all levels of our organization. The various educational agendas and appropriate sup_port materials will be studied by the Committee and the agenda for the governors- elect training conference finalized at the January Meeting. Trustee Arthur DeLorenzo was named by. the Chairman as liaison with staff to prepare
initial drafts, review current materials on leadership education, and formulate recommendations for the Committee during the 1982-83 year.
13. 1983 Conference for Governors-e1ect
The agenda from the 1982 Governors-elect Conference was briefly reviewed by President-elect Aubrey Irby with the Committee. It represents a
"working paper" on which to base general planning for the 1983 Conference.
The Committee believes that the large Materials Workbook should again be prepared as a reference book and distributed at the March Conference.
Each governor-elect is to be mailed a brief outline of items to be
covered and a summary of important topics with which he should familiarize himself prior to the Conference. The governors-elect who are not English speaking will be advised to have that material translated immediately upon receipt. :The Committee also concurred with President-elect Aubrey that a book containing essential items related to retention, growth, service, sponsored youth and other key subjects should be prepared. ·1t will be in an abbreviated form so that the governor-elect is able to take it with him and refer to it in official visits.
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14. Development and Production of 1983-84 Leadership Education Materials The Committee reviewed Board action -of 1981-82 that a completely new edition of the Club Officers Handbook be produced, noting that staff will shortly begin to draft preliminary copy for the Committee's review in January. An amount of up to '$13,000.00 was budgeted in 1982-83.
The distribution and mailing schedule for. 1983-84 .Leadership Educatio.n Materials, the Manual for District Secretaries, and the Manual for District Offic.ers
will be reviewed prior to January.
The Committee expressed some concern regarding the possibility that the current method of providing leadership education to clubs (the Club Handbook) may not result in the materials being transferred from year to year. The Committee requested staff to conduct a survey. This will be reviewed at the January meeting.
Finally, Chairman Friedrich expressed his wish that during this year, a manual could be developed which would provide a concise history of Kiwanis, an organizational chart, a list of available materials, and other rele~ant facts. This could be utilized by· elected officers and chairmen on all levels of Kiwanis as an educational and reference tool. This will also be studied by both the Committee and Staff, and a preliminary report given at the January meeting.
Respectfully submitted, RAYMOND B. ALLEN
ARTHUR J. DeLORENZO NORIS A. LUSCHE
JEAN ED. FRIEDRICH, Chairman
EXHIBIT l/6
REPORT OF BOARD C01:1MITTEE ON MEMBER SERVICES TO THE MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES
September 29 - October 5, 1982
Date of Committee Meeting:
Place of Committee Meeting:
October 1 & 3 , 1982 General Off ice
Present: Members - Harris G. Hunter, E. B. "Mac" McKitrick, Robert G. Sinn Chairman - Henry L. "Les" Myers, Jr.
Staff - William A. Brown, Alonzo 'J. Bryan, Gerald W. Deas, Robert M.
Detloff, James L. Sheets 1. Membership Statistics 1981-82
It was reported that as of September 24, there have been 50,796 members added while during the same period 48,052 have been deleted. Total membership is 306,636.
2. Review of "Actual Paid Membership"
A rather lengthy discussion was held in regard to the apparent confusion throughout Kiwanis International that has been created by the change to
"Actual Paid Membership." It is the unanimous recommendation of the com- mittee that we return to reporting and using Certified Membership figures.
Recommendation #1:
The Committee recommends the return to the use of Certified Membership figures in all activities in regard to membership development and the releasing of the monthly trend figures starting October 1, 1982, and that these figures be the only membership figures released to districts other than New Member Add Reports or promotional data requested by the International Committee on Membership Growth.
I move that recommendation 1 be adopted.
a,dopted}
3. Membership Growth Promotion 1982-83
The Membership Round-up and the Presidential .Advisor programs are to be used primarily in promoting membership growth and retention during the
1982-83 administrative year.
4. Membership Growth Awards
No action is necessary as the membership growth awards brochure will be used throughout the 1982-83 administrative year.
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5. Review of Membership Requirements
The committee discussed membership requirements as they are today and agreed to study it further at a later date.
6. Review of New Member Orientation Procedures
The·connnittee recognizes that more emphasis needs to be placed on Kiwanis education before induction and suggests that new member materials be updated. It was also suggested that the Introduction to Kiwanis, a guide for orientation of new Kiwanis members, be given publicity and all Kiwanis clubs encouraged to use this material.
It was also suggested that many times clubs are discouraged from using the available promotional materials because of the cost. The connnittee will retain this matter for further study.
7. Member Transfer Form
A proposed Transfer Form was presented for study. Discussion centered on the feasibility and the procedure for accomplishing transfers.
It is the reconnnendation of the committee that we approve in
principle the transfer of Kiwanians from one club to another and and instruct the staff to implement the program.
Reconnnendation #2:
The connnittee recommends approval of the transfer of membership of Kiwanians from one club to another, in principle, and that staff be instructed to develop the program and report back to the Board.
I move that recommendation 2 be adopted.
(Adopted)
8. Review of Retention Concerns and Statistics
The committee noted various concerns in retention of members; however, no action was taken at this time.
9. Life Member Status No recommendation.
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The -Criteria for Officers with Honors (Exhibits A, B and C)' were discussed by the committee with the following recommendation:
Recommendation JI 3:
The committee recommends that the Officers With Honors awards be presented to each officer who meets the previously published criteriat except that certified membership shall be used rather than actual paid membership.
I move that recommendation 3 be adopted.
(Adopted)
Further discussion centered on the fact that the Honors Program has been diluted because of the number of awards presented in the past.
Recommendation #4:
The committee recommends that the President of Kiwanis International be given the prerogative of presenting presidential medals of honor to those governors whom in his opinion he considers truly superior.
I move that recommendation 4 be adopted.
(Adopted) 11. Alert Card Review
The committee discussed the need for the Alert Request form (Exhibit D.) to be used by the lieutenant governors in the interim periods between their quarterly reports.
Recommendation #5:
The committee recommends that the Kiwanis Alert Request form (Exhibit D) be adopted and that a sufficient quantity be printed for distribution to the lieutenant governors.
I move that recommendation 5 be adopted.
(Adopted) 12. Development of Year-end Report
It is the opinion of the committee that this is not ready for action at this time and will be presented in the January meeting.
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13. Revocation of Charters
A list of 66 clubs recommended for charter revocation by the various districts was presented (Exhibit E). It was the consensus of the committee that the charters be revoked.
Recommendation #6:
The committee recommends that the charters of the 66 clubs listed on Exhibit E of this report be revoked.
I move that recommendation 6 be adopted.
(Adopted) 14. Review of New Club Statistics
New clubs organized in the 1981-82 administrative year and reported to date are 296. Although this is considerably below last year, it was felt that the economic conditions and considering that the KIAR program had just begun were significant factors. Also, the elimination of one Field Service Representative diluted the effectiveness of the department.
15. Standards for Establishing New Clubs
The committee directed staff to study a proposal that all clubs organized after a specific date be required to pay dues for a m1n1mum of twenty-five members each year. The report will come back to the committee at the January meeting.
16. Utilization of Field Service Personnel
During this past year, the decision was made to replace Richard Rowe as a Field Service Representative. He was replaced by Jerry Deas who had been with Kiwanis International for a number of years in the Club Service Department.
Speegle Berry has been asked to serve as coordinator of Field Service activities. With this assignment, he will spend some time in the Kiwanis International headquarters and will work with other Field Service
men in training and more or less as a trouble-shooter.
A concern was expressed that we are not providing sufficient service
in the area of International Extension and Development. It was felt that a
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start must be made if we are to encourage the proper growth in membership and maturity in Kiwanis education. The committee therefore makes the following recommendation:
Recommendation #7:
The committee recommends that a Field Service Representative be.
authorized for International Extension, that he be assigned the Asia-Pacific Area
1and that funds from the Philippine account be used to cover his expenses.
I move that recommendation 7 be approved.
(Not Adopted) 17. The Role of KIAR's
The committee agreed that the KIAR program will soon develop into one of our best growth tools. They are pleased with the results of the first year of operation, but also understand that it will take several years of training and developing to have a fine-tuned organization. It is the committee's suggestion that future governors be encouraged to reappoint as many trained KIAR's as possible to benefit from their experience.
18. Review of Growth Overseas 1981-82
The committee was pleased to note that 99 clubs have been organized outside the U.S. and Canada during 1981-82, in comparison to 64 last year. The committee wishes to give special commendation to the Asia-Pacific Area under New Club Chairman Moses Sevier in which 53 clubs were organized for an all-time high for the area. For the first time, all the new clubs in Asia-Pacific were organized by certified KIAR's.
19. Extension into New Countries
The committee agreed that before Kiwanis extends into a new country, consideration should be given to the ability to withdraw funds from it.
It is the committee's understanding that staff will prepare a study showing how Kiwanis can withdraw or use funds currently in money-
restricted countries and that this study will be available by the January meeting of the Board.
Historically, a major expense in entering a new country was. the chartering of the first club by the International President or his representative, as stipulated by Procedure E-4 (5).
It is the committee's recommendation that this procedure be changed in the following manner:
Recommendation #8:
The committee recommends that Procedure E-4 (_5) be changed to read: "The Kiwanis International President or his representative may present the charter to the first club in a new Kiwanis country, provided that the chartering is done in connection with some other preplanned trip to
that gene·ral area so as to reduce expenses to a minimum."
The connnittee requests that the Board refer this to the Program Services Connnittee for inclusion into Procedureso
I move that recommendation 8 be adopted.
(Adopted)
20. Changing Boundaries of Andean District to Include Central America The connnittee reviewed a request from the Andean District that its territory be extended to Central America, excluding Mexico.
It also noted a request received from the clubs of Panama to be included in the Andean District.
Reconnnendation #9:
The committee recommends that the clubs in Panama be attached to the Andean District and that the other clubs in Central America be attached to the.Andean District when such clubs officially notify the
Kiwanis International Board that they so desire, pro- vided that the Andean District so agrees.
' I move that reconnnendation 9 be adopted.
(Adopted)
21. Preparation for the meeting of the Kiwanis International/Kiwanis International-Europe Restructuring Committee
President Johnny Roberts has appointed Immediate Past President
Mac McKitrick and Trustee Mark Arthur to represent Kiwanis International on a special committee to study and make recommendations on improving the relationship between Kiwanis International and Kiwanis International- Europe. European members of this committee are Past Kiwanis Inter- national-Europe Presidents Bjarni Asgeirsson and Chris Schaertlin, and